Office Automation

Outline
Introduction
The Virtual Corporation
Types of Office Automation System
Integrated Office
Introduction
Automation:
The word automation refers to a method of
using a wide range of computer and
machine-aided tasks to help improve
productivity and create easier ways to do
business.
Different types of automation are
commonly used in different types of
industries
Introduction
Office automation
It refers to the varied computer machinery
and software used to digitally create, collect,
store, manipulate, and relay office
information needed for accomplishing basic
tasks.
Introduction
Office automation
Raw data storage, electronic transfer, and
the management of electronic business
information comprise the basic activities of
an office automation system.
Office automation helps in optimizing or
automating existing office procedures.

Introduction
Office automation
The backbone of office automation is a LAN,
which allows users to transmit data, mail
and even voice across the network.
All office functions, including dictation,
typing, filing, copying, fax, Telex, microfilm
and records management, telephone and
telephone switchboard operations, fall into
this category.
Introduction
Advantages are:
Office automation can get many tasks
accomplished faster.
It eliminates the need for a large staff.
Less storage is required to store data.
Multiple people can update data
simultaneously in the event of changes in
schedule

Introduction
Features of Office Automation
Improvement in quality of output
Improved productivity/ efficiency
Optimal utilization of resources
Reduction in time taken in execution of
activities
Better Information sharing/ Transparency
Introduction
Features of Office Automation
Better way of delivery of information to user
at a place convenient to him/her
Reduction in dependency on human beings
Look for simplification of procedures
Better customer support etc.

Office Automation System
(OAS)
Office automation systems are configurations
of networked computer hardware and
software.
A variety of automation systems are now
applied to business and communication
functions that used to be performed
manually or in multiple locations of an
Organization, such as preparing written
communication and strategic planning.
Types of Office Automation
Equipment
Offices are high traffic areas where efficiency
and productivity is much desired.
By making use of automated tools available
in the market today, we can help our team
perform better and faster.
Types of Office Automation
Equipment
Communication
Communication is needed on a daily basis --
whether it is for internal communication to our
staff or external emails and calls to our customers
and suppliers.
Tools such as desktop conferencing, desktop
sharing, and electronic collaboration tools such as
online whiteboards that sketch your ideas and
share it instantly to the other online members help
make meetings more efficient and productive.
Types of Office Automation
Equipment
Communication
Multipurpose office communication tools
such as phone, facsimiles, photocopiers and
a printer in one machine help to save space
and at the same time, let us finish a task
much faster.

Types of Office Automation
Equipment
Publishing
Tools that help our churn out a printed piece
of paper or any similar material can help
reduce the amount of time to finish a task.
Examples of which are high-speed laser
printers, ID and card printers, thermal paper
printing point of sale systems and label
makers.
Types of Office Automation
Equipment
Office Management
Office management such as a bank notes
counter, fingerprint scanners that double as
door keycards and attendance checkers,
keycard readers, paper shredders, check
writers and even digital weighing scales,
help our staff do their tasks much faster,
saving our time, energy and effort.
Types of Office Automation
Equipment
Online Collaboration
Telecommuting is gaining a greater foothold
in office automation, with work being
performed at various locations.
Online collaboration tools allow team
members to share information, work on
parts of the project and keep schedule and
project updates.
Types of Office Automation
Equipment
Teleconferencing and videoconferencing allows
people from different locations to interact using real-
time images and sound, either via a desktop version
using tools such as Skype, Yahoo Messenger, Sight
speed by using a special-purpose meeting room
where there will be several cameras, video display
monitors and audio equipment using more advanced
web videoconferencing programs such as Nefsis or
Life size, which are capable of high-definition video
and audio quality.

Office Automation - Computer
based Systems
The process of automation office tasks with the help
of computer technology is called office
automation (OA).
Different types of tasks are performed in an office.
These tasks include:
Decision-making
Data manipulation
Document handling
Communication & information storage

Advantage & Disadvantage of
Office Automation
Office automation is a great way to save money
and time while protecting your important business
information.
People no longer want to store paper records or
hand write order forms and other information
needed to do business.
Project management software, electronic invoicing,
scheduling software and credit card payments
make it much easier to run your business without
the need for so much paper.
Advantage & Disadvantage of
Office Automation
Advantages
Office automation can get many tasks
accomplished faster, eliminating the need for a
larger staff.
Less storage space is required for data, and copies
can be easily transferred off-site for safekeeping in
case of fire or other emergency.
Multiple people can be updated simultaneously in
the event of schedule changes.

Advantage & Disadvantage of
Office Automation
Disadvantages
Older staff members may have a harder time
adjusting to the new technology and be unable to
use it efficiently.
Also, if something is "misfiled," it can be a lot
harder to find.
Other disadvantages include the amount of money
required to implement and the cost of maintenance
of certain equipment.


Virtual Corporation
A business organization that exists mainly on
the Internet and does business through a
Web site and email, relying on tele-
communications and computer technology for it
s operation, including telecommuting and video-
conferencing;
also a group of independent
companies that function as one entity through
telecommunications and computer technology

Virtual Corporation
Advantages of Virtual Corporations
Gives access to a wide range of specialized resources
Can present a unified face to large corporate buyers
Individual members retain their independence and
continue to develop their niche skills
They can reshape and change members according to the
project or task in hand
There is no need to worry ponderously about "divorce
settlements" as in formal joint ventures.


Virtual Corporation
Disadvantages of Virtual Corporations
Virtual corporations are corporations in which a
majority of the workforce, if not all work virtually.
These types of companies are becoming more
popular each year due to the savings in cost and
the environmental benefits.
There are disadvantages to not having a brick and
mortar office.


Virtual Corporation
Disadvantages of Virtual Corporations
Some workers seem to not be cut out for that type
of work and the work quality and quantity will
suffer due to distractions.
They may lack the amount of discipline to finish
their job while working from a home office. The
ability to supervise workers also takes a toll in this
type of corporation.